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Electronic Redemption
s Processing
Presented byHaydeliz High
Accounting SpecialistHighlands County Tax
Collector
OVERVIEW• “Old School” Redemptions Process
• “Waves of Changes” in Redemptions Processing
• Riding a new “Wave” in a completely Electronic Redemptions Process
• County Held Tax Certificates
• Issuing Electronic Form 1099’s and Form 1042’s
“Old School” Redemptions Process
Delinquent Taxes Paid
Certificates Redeemed
Post to Certificate Book
Print and Mail Redemption Notices
Receive “Tax Sale Certificate” from bidder
Process Payable to bidder
“Waves of Changes” in Redemptions Processing
No longer required Tax Certificate be in paper form
Online Auctions in 2006
New payment options – ACH
Moving towards a cost effective process
Bidders required to sign up for ACH ( some hold outs in beginning)
Still mailed notices
Some years later… Email addresses collected
through auction website
Idea: Send redemption notices by email!
Notify bidders of change by email if available Some did not have email on
record Some returned emails Some did not have email at all
Riding a new “Wave” in a completely Electronic Redemptions Process
Stopped printing redemptions notices!
Generated as PDF then attached to email
One email to bidder with multiple bidder numbers and multiple redemptions
Paperless, but can it get faster?
Riding a new “Wave” in a completely Electronic Redemptions Process
What can our programs do for us? Tax Software helped improve our process
Added features Ability to email from within program
Pro – automated process Con – bidder receives multiple emails
Finance program ACH Upload payables from tax program Better but will be improved – new Finance
program and TaxSys changes Workflow and Data Capture programs
No manual filingEffortless Payables process
Riding a new “Wave” in a completely Electronic Redemptions Process
Benefits: Cost savings – postage, paper, ink, office
supplies, and employee time Time savings – Shrinking departments, reallocate
resources
Certificate Bidder satisfied Continues to purchase certificates Survey Feedback
Easy access to information in a paperless environment
Riding a new “Wave” in a completely Electronic Redemptions Process
Purchase County held certificates Previously all paper process Website Forms and Reports Requests submitted by email, fax or mail
Most requests paid by ACH
Registration includes payment via ACH and email redemption notices
Not only required for online auction bidders
County Held Tax Certificates
2011 First Year Compliment to our electronic
redemptions process
Notified Bidders by email Gave them option to receive paper form
Bounced back emails in initial setup Efforts to update email by phone Sent letter by mail
Issuing Electronic Form 1099’s and Form 1042’s
Form 1099 in PDF Recipient’s Identification Number
was secured Print to see number
Emails sent manually Optional programs available for
purchase We opted to do it in house
Issuing Electronic Form 1099’s and Form 1042’s
Preparation before January Sent 15 paper Forms
Bidder requests – 2 Undeliverable/ No emails – 12 No forms ordered Preprinted “Instructions for Recipient”
Sent 125 emails Combined multiple bidders in one Total 259 1099’s issued
Issuing Electronic Form 1099’s and Form 1042’s
Form 1042 Sent in email and paper form Sent 4 Forms
3 Emails sent Benefits:
Cost Savings TimeSavings Bidder Satisfaction
What do our bidders think?
Issuing Electronic Form 1099’s and Form 1042’s
73.5 % Satisfaction
Issuing Electronic Form 1099’s and Form 1042’s
What we learned? Improvements are always needed New programs may help
streamline Will continue to offer in this
format
Determination to continue improving our processes
Open to new and innovative ideas
Welcome questions and suggestions
Thank You!Please remember to fill out your survey for this session at http://www.surveymonkey.com/s/CK7JB23
Or scan the QR code:
Contact Information:Haydeliz HighAccounting Specialisthhigh@hctaxcollector.com863-402-6698
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